account payable process

8/3/2019 Account Payable Process

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Accounts Payable Process

Account Payable Process

As we know AP Process mainly involves few steps. They are:

Let us do all the process that is followed in each step.

First of all to create voucher, let us create a new vendor so that we can use this vendor IDin our voucher creation process.

Vendor Setup:

To add a new vendor click on vendor content reference by going through the navigation

that is mentioned below.

Persistence is a translate field with translate values:

i. One Time

ii. Regular

iii. Permanent

iv. Single Pay

Main Menu > Vendors > Vendor Information > Add/Update > Vendor

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Now Persistence field value is with default value Regular. ClickAdd button so that the entire

panel opens with all the fields that are to be filled.


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Now clickAddress tab and fill the required fields.

Now clickLocation tab.

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Now vendor is in Unapproved status.

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This vendor summary page is read only.

we see that the Status of the vendor in Unapproved state.

Generally, vendor approving step is done by higher priorities i.e. the resource who has higher

authority than us.

Here we will open the vendor panel and change the Status from Unapproved to Approved. Sothat the existing row is updated to approved status only no new row is created.

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Below figure is a summary page in which vendorStatus is in Approved state.

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Tables:-

Action Table

Vendor Creation

vendor

vendor_addr

vendor_loc

vendor_cnct

Regular Entry (Voucher Creation):

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In this step we create a new Regular voucher.

By default when click the content reference Regular Entry automatically Add a newvalue panel opens instead of Search Page.

These can be changed at Component properties.

By default when Add a New Value panel appears then these are the default values to

the fields

i. Business Unit: FRA001

ii. Voucher ID: NEXT

iii. Voucher Style: Regular Voucher

iv. Estimated No. of Invoice Lines: 1

Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

In below, Invoice Date should be less than or equal to current date.

Invoice Number should be manually entered.

When the voucher is saved then automatically Voucher ID will be generated.

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Click on the Magnifying glass symbol which is a Vendor prompt table grouped by SetID

and Vendor ID.

Below figures shows the list of vendors filtered using %61 in Vendor ID field and click

LookUp.

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Click on the Vendor ID that was created so that the Vendor, Name, Location and Addressfields are automatically generated.


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In the summary page below there are voucher details like voucher ID, Approval status,

Post Status etc. Here the Post Status is Unposted. So voucher must be posted.


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In below figure Approval field is an translate field with translate values:

i. Pre-Approved

ii. Default from Higher Level

iii. Specify at this Level

This voucher approval is also done by higher authorities. But here Finance was Setup in

such a way that when voucher is saved automatically the voucher is Pre-Approved.

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Tables:-

Action Tables

Voucher Save

voucher

voucher_line

distrib_line

pymnt_vchr_xref

Voucher Posting:

Main Menu > Account Payables > Batch Processes > Vouchers > Voucher

Posting

We can use the existing Run Control ID or you may also create new Run Control ID.

Now enter the value and clickAdd button so that the Voucher Posting Request windowopens.

After filling the required fields clickSave and then to run the process clickRun button.

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In below Process Scheduler Request window, can view the process name which isrunning with few parameters related to process.

Now clickOKbutton so that Process Instance is developed for the process and VoucherPosting Request panel is displayed.

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Go through the Process Monitor to view the status of the process.

Initially the Run Status is Processing and Distribution Status is N/A.

when the process execution is success then the Run Status is Success and after few

seconds by clicking the Refresh button the Distribution Status changes from Posting to

Posted

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There is a chance to check whether Voucher is posted or not in PIA by going through

below navigation.

Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers >

Accounting Entries

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Process:-

Instance: 12662

Process Type: Application Engine

Process Name: AP_PSTVCHR

Emplid: VP2

Runstatus: Success

Distribution Status: Posted

Tables:-

Action Tables

Voucher Posted

voucher

distrib_line

vchr_acctg_line

Payment Creation:

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Main Menu > Accounts Payable > Payments > Pay Cycle Processing > Payment Selection

Criteria

Click on Source/BU tab and enter the Business Unit field.

Based on the Business Unit that was selected, Bankand Account field must be selected

in Bank/Method tab.

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Goto Dates tab and click on Pay Cycle Manager link

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Select the server as PSNT and clickProcess button.

Initially the Pay Cycle Status will be Running and Schedule Payments Selected is 0

On clicking Refresh button after few seconds the Pay Cycle Status changes to Selectedand Schedule Payments Selected becomes 2.

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Select the server as PSNT and clickProcess button.

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Initially the Pay Cycle Status will be Running and later changes to Approved

Now the Trial Register link gets activated in Pay Cycle Manager. (Grey color turns into

blue)

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Click on Trial Register link so that check can be developed and viewed.

We can use existing Run Control ID or can create new Run Control ID.

Here Iam using the existing Run Control ID : US001

ClickSave and to run the process by clicking Run button.

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Click on OKbutton so that new instance will be created for the process.

ClickProcess Monitor to view the status of the running process.

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To view the output of process clickDetails link

Click on View Log/Trace link which is in active state in Actions Pane in the above figure.

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Click on APY2030- 12673.PDF link to view the generated check in the browser.

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Process:-

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Instance 12673

Process Type Crystal

Process Name APY2030-

Emplid VP2

Run Status Success

Distribution Status Posted

Tables:-

Action Tables

Payment Selection

(APY2005)

pymnt_vchr_xref

pycycl_stat

pycycl_data

Action Tables

Payment Creation

(APY2010)

pymnt_vchr_xref

pycycl_data

pycycl_stat

pymnt_advice

payment_tbl

Payment Posting:

Main Menu > Accounts Payable >Batch Processes > Payment > Payment Posting

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ClickSave and single click on Run button to run the process.

Process Scheduler Request panel opens in which we can view Process related data withfew parameters.

Click Ok button so that the instance will be developed for the running

process.

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Click the Process Monitor link which is in active state to view the status of the running

process.

The Run Status will be processing and Distribution Status is N/A in process Monitor.

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The process executed successfully can be known by Run Status field.

Here the Run Status is Success and Distribution Status is Posted.

To check the payment related details through the below navigation.

Main Menu > Accounts Payable > Review Accounts Payable Info > Payments >

Payment

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Click on Payment Reference ID to open Vouchers For a Payment summary page.

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Process:-

Instance 12682

Process Type Application Engine

Process Name AP_PSTPYMNT

Emplid VP2

Run Status Success


Tables:-

Action Tables

Payment Posting

pymnt_vchr_xref

payment_tbl

vchr_acctg_line

General Ledger:

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General Ledger is a Book or Registry where all the transaction related to every module is

stored.

This is done by running Journal Generator.

Main Menu > General Ledger > Journals > Subsystem Journals > Generate Journals

Select the Post checkbox in Journal Processing Options.

Fill the required fields and clickSave.

To run the process clickRun button then Process Scheduler Request window opens and

displays the process name which is running with some parameters

Parameters like Server Name, Run Date, Emplid, Run Control ID, Type, Format, etc.

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ClickOKbutton so that the Process Instance is developed for the process.

Now clickProcess Monitor to view the status of the running process.

Initially Run Status is Processing and Distribution Status is N/A.

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Now the Run Status changes from Processing to Success and Distribution Status is

Posted.

Click on Details link which is active in Process Monitor panel to view Process Detail.

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Click on View Log/Trace link in Process Detail panel to view the list files that are

generated as outputs.

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Click on AE_FS_JGEN_12691.stdout link which is generated and active to see whether

the journal is created or not.

The file is opened in new window so that we can view whether journal is generated witherrors or ended normally.

We can view that generated journal in PIA by navigating below:

Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

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In the above journal summary page we can view the journal related data and fields.

With P alphabet symbol in Journal Status field indicated that Journal is Posted.

Process:-

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Instance 12683

Process Type Application Engine

Process Name FS_JGEN

Emplid VP2

Run Status Success


Tables:-

Action Tables

Journal Generated

jrnl_header

jrnl_ln

account payable process

Documents